Senate House Library Events Policy

Events Policies

Thank you for booking to attend an event at Senate House Library. Senate House Library is part of the University of London.

Privacy notice

We will collect the following data from you in order to facilitate your attendance:

  • contact details
  • special dietary or access arrangements
  • affiliation to the Library and University of London

We will not collect your payment details. Any payments required will be made via a 3rd party payment solution.

We would like to ensure that you are aware of other events at the Library that you may be interested in attending. Therefore we would also like to store your preferences and interests and hold your details on a mailing list. You may unsubscribe any time you like.

Where you have other relationships with the University (such as an alumni membership), the University may make a note of this on your Library events record.  Your data will also be added to the University's Development Office database for the purposes of identifying what our friends and event attendees are interested in, to ensure the accuracy of our data and to build on any existing relationship we may already have with you. Please see this link for further information. If you would like to be removed from this database, please contact the Development Office at the University of London, Malet Street, London WC1E 7HU UK or development@london.ac.uk

The University may create statistical information - such as attendance figures - from its customer data in order to plan and improve its services. This data will not identify individuals.

Your data will be stored for as long as you wish to receive updates and further information about the Library and the University. If you would prefer to discontinue your membership and remove your details from our database, simply email shl.whatson@london.ac.uk - the University will retain your name on a 'suppression list' to ensure you are not contacted again.

The University may use an external contractor or 'data processor' to store or manage its data. They will process this data only for purposes specified by the University and will be bound by contract to meeting the University's obligations under the Data Protection Act 1998. Your personal data will not be passed to any other third party without your consent, except where the University is required to do so by law.

 

Your rights

You have a number of rights under the Data Protection Act, such as the right of access to your data (the 'Subject Access Right'), the right to object to direct marketing and the right to prevent processing likely to damage and distress. For more information please see the University's Data Protection policy.

Paid Events – Booking, Refunds and Cancellations

Booking a place

Places for paid events must be booked online in advance via our website. Attendees can book for themselves, on behalf of individuals or as a group, as along as details are provided for all members of multiple bookings and groups. If you have no access to the internet please contact the Library on 020 7862 8417 to make special arrangements to book and pay.

Refunds and Cancellations

To cancel a place on any Senate House Library paid event, notice must be given by telephone or email to the event organiser, specifying attendee name, number of places to be cancelled and the name, date and time of the event concerned. This applies to partial cancellations of group bookings as well as individual bookings.

  • If an attendee cancels up to 7 days in advance of the event then a full refund will be issued.
  • If an attendee cancels within 7 days of the event no refund will be given.
  • No refunds will be given for non-attendance.
  • If an attendee wishes to cancel part of a booking, for example, 2 members out of a party of 4, the same restrictions as above apply.

Refunds apply to partial cancellations. Attendee substitutions are permitted as long as these are notified to the event organiser with replacement attendee details.

Attendees can expect to receive refunds up to 28 working days from receipt of notification of cancellation. All refunds will be issued to the account which made the initial payment.

Privacy and Security

To make sure you always have the highest level of security, your payment details are not held by the University once payment has been made. We will store details of you and your event request on our system so that we can efficiently process your order.

Payment

Full payment is required for all events at the time of booking. Payment is preferred by debit/credit card. Refunds will only be made onto the card used for the original purchase.

Please allow up to 28 days for a refund.

Free Events – Booking and Cancellations

Booking a place

It is advised that all those wishing to attend a free event at Senate House Library book a place online.

If you are unable to book via the internet, please contact the Library directly, specifying your name and the title date and time of the event you would like to attend along with a contact telephone number and the number of places you would like to book.

Senate House Library will always try to accommodate those arriving at the event who have not booked in advance, however we cannot guarantee admittance if capacity of filled by those who have booked in advance. You will also be required to sign in to the library by registering with the exhibition that is associated with the event you are attending and by leaving your name on the door of the event.

Empty seats will be made available to those who have not booked in advance on a first come first serve basis.

All Senate House Library events have a waiting list if the event is fully booked/sold out. Cancelled seats will be made available to the waiting list in advance of the event. Those on the waiting list are welcome to come to the event and queue for unclaimed seats, although the Library cannot guarantee a place.

 

Cancelling a place

To cancel a place on a free Senate House Library event notice must be given by email or telephone to the event organiser, specifying attendee name, number of places to be cancelled and the name, date and time of the event concerned. Please cancel with as much notice as possible to make your place available to others.

This applies to partial cancellations of group bookings as well as individual bookings.

Attendee substitutions are permitted as long as these are notified to the event organiser with replacement attendee details.

 

Cancellations by Senate House Library

Senate House Library cancels events only when absolutely necessary, but reserves the right to do so, as well as to reschedule events and substitute presenters. If an event is cancelled you will receive a full refund. Please note that the Library will not be held liable for any accommodation or associated travel costs should an event be cancelled or rescheduled. You will be informed of a cancellation or change by the email address you provide as part of your event booking.

We understand that from time to time emergency situations occur which prevent you from attending an event.  In such cases please contact the event organiser to discuss your case.

 

Further events policies: